You must have met such a person. He said a long list of words to you, and you listened for a long time without knowing what he wanted to express. He might be nervous, he might be scared, or he might just be incomprehensible all the time.
Let’s talk about it like a duck. This is a common picture we see. When we are bystanders, we can easily detect misunderstandings between our interlocutors and even find them funny. But often when we become the parties involved, such annoying phenomena will also occur. The main reason why this happens is that everyone has emotions.
For example, if the person you are talking to is a general manager with whom you rarely interact, you will get nervous just seeing him, and your head will get knotted when you get nervous. Of course, you will not be able to answer questions clearly and fluently. For another example, if the person you are talking to is a colleague who is known to be a trap for others, and you automatically switch to defensive mode as soon as you talk to him, it will of course be difficult to communicate smoothly.
When male soldiers serve as recruits, they will undergo basic individual soldier training. Among them, when reporting the enemy's situation, it is required to report clearly the people, events, time, place, and objects. I think this is also very effective in work. Because these five elements almost cover the possible scope of work. So, let me first explain these five items:
· People (protagonist of the event) : All events are run by people, just like when you watch a movie or a play, there must be protagonists and supporting characters, and the event will continue to develop. Therefore, it is very important to clearly explain the roles during communication. Who is involved in the project? Who will attend the marketing meeting? Who is the negotiating customer? Who is the responsible engineer... If both parties do not know these roles, it will be difficult to explain them clearly.
· Things (work content) : Most of the things we discuss at work are not gossip. So, what is the purpose of our dialogue? This is the point. You hope that the budget of Project C can be increased. According to market research, you think the copywriting needs to be adjusted, or the customer requires product design changes..., you must make it clear what you want to do, so that obedient people will know where your focus is?
· Time (time of occurrence) : All work must be carried out according to the schedule, and only those involved will know when to do what. When will the progress review meeting be held? In which month and day will the APP have to be launched? The customer requires that the deadline for Project F be two days in advance. When will the product design be completed? In this way, the person you are talking to will know how to schedule work or whether it can be completed in time.
· Location (scene of the incident) : Many things will happen in a certain place. Make the location clear so that the skylight will not be opened. Which conference room will the accounting report be in, which funeral home will be where to attend the memorial service for important customers, which hotel will the new product launch be held in, which factory will the cost review meeting be held in... If the location of the incident is not clearly stated, it often happens that someone goes to the wrong place.
· Objects (equipment) : Most events require the coordination of objects. When briefing customer A, you must bring a projector adapter, everyone must bring a laptop to the KPI review meeting, and you must bring three product prototypes to the product review meeting... Once important items are forgotten, the event cannot proceed.
Therefore, if you check the key points of your communication based on the five standards of personnel, time, place and objects, you can probably include the content that needs to be communicated, and will not leave things out and make people confused and misunderstood. Of course, if some items are obvious, for example, your company only has one conference room, then there is no need to add extraneous details to create misunderstandings.
It is said that the speaker has no intention but the listener has intention. This is another difficulty in communication. Even if one party is a good communicator and can always explain the key points simply and concisely, there are still people who are afraid of the East and West. Their minds are always filled with negative thoughts that make it difficult to advance the work, and many unfounded plots are often derived.
Therefore, while learning to be a good communicator who is good at expressing, we must also learn to be a receiver who is good at listening.First of all, in order to avoid being held accountable for our mistakes due to poor communication, we must cultivate a matter-of-fact mentality, stay calm and listen clearly every time we communicate, and avoid bringing in too many emotions.
Regarding communication, whether it is for work or dealing with people in daily life, being able to listen is more important than being able to speak. Communication is a two-way street. If you hear something wrong at the beginning, your response will certainly not be correct. Before expressing our thoughts and opinions, if we hear the wrong words from the beginning, the expression will turn into a joke.
Most of my friends in the workplace are always brave enough to express themselves and rush to speak in order to perform well. But people who are very talkative and talkative may not necessarily be classified as good communicators. The difference lies in the ability to listen. People who always understand what others are saying, even if they don’t talk much, will probably be popular!
Entrepreneurship Service has worked with all kinds of people. Some people make extremely long speeches that are incomprehensible, and some people always avoid important points and mince words. No matter what kind of person they are, I will listen carefully to the inquiry based on the above five factors. In addition to clarifying the key points of the information to be received, I can also hear the speaker’s hidden meanings.
Thanks to modern technology, friends in the workplace are very good at leaving black and white evidence to exempt them from liability. For example, someone will use messaging software or email to communicate, leaving evidence of the other party’s communication. This is a good trend. The advantage is not to avoid blame afterwards, but to eliminate verbal misunderstandings through words.
Because of this, writing skills are even more important in the current workplace. Just like speaking, many people can write long speeches to make people confused about a simple thing. Work communication is different from writing articles. How to write concisely and concisely for people to understand at a glance without causing misunderstandings. This is the direction in which everyone should improve.
I mentioned communication software earlier. Because I have been working in Business Enterprise Services for a long time, I pay more attention to communication than ordinary supervisors. In addition to writing words on communication software, I also attach great importance to the use of stickers. Most people use stickers as a simple tool to post them randomly. Some people even only have the same three or five stickers, so it would be better not to use them at all.
Business Enterprise Service Once in a messaging software group, I saw someone posting information about the death of a colleague’s mother. Among all the stickers expressing condolences and crying, I saw someone posting a smiling face sticker. Afterwards, I couldn't help it, so I called the colleague who sent the smiley face sticker over and asked:
"Your mother has passed away. Are you happy?"
This is a typical case of not paying attention to communication at all.
Let’s talk about communication software. Today's communication software is comparable to telephones, and call charges are relatively low. Therefore, most people are accustomed to using communication software to talk. However, communication software is limited by network quality, and the voice quality is often unclear. It is fine for chatting, but it may be risky to talk about important work.
Chuangshang Enterprise Service once encountered a situation where a dealer used communication software to call me to notify my business of shipment. As a result, due to poor network signal, the business listened to 50 channels as 5 channels. The error was not discovered until the goods were delivered to the customer's warehouse. Because the customer is a rigorous listed company, purchase orders that are not delivered by the supplier on the same day will be canceled and must be restarted. The customer used the unit and switched to another brand because the goods were not delivered on time. We lost millions in business.
If your performance or bonus involves hundreds of thousands or millions of dollars, it is recommended that you have a sense of risk and do not take the risk of poor signal communication errors just to save a few dollars on phone bills.
Due to the subjective factors of the conversation subjects, misunderstandings will continue in the workplace and communication will always be difficult. However, you still need to continue to work hard to improve your communication skills and minimize possible misunderstandings, so that you can feel less anxious and troubled at work. This is a lesson that people in the workplace must continue to practice.
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